Job Description

Band 3

Main area

Administrative and Clerical

Grade

Band 3

Contract

12 months (Approx 12 months fixed term. Full and part time hours will be considered)

Hours

Full time Part time
37.5 hours per week (7.5 hrs per day)

Job ref

343-7241272-FM-SC-R-VCG-B

Site

St Helier Hospital & Epsom General Hospital

Town

Carshalton

Salary

29,651 - 31,312 pa incl HCAS Outer pro rata

Salary period

Yearly

Closing

27/10/2025 23:59

At Epsom and St Helier Hospitals, above all we value respect. We put respect at the heart of all we do, by living up to our shared behaviours of kindness, professionalism, positivity and teamwork. This enables us to provide great patient care and make ESTH a great place to work. When you sign up to work with us, you sign up to this and we welcome applicants who share our values.

Job overview

We are looking for enthusiastic individuals to join our team in the Outpatients Department as Clinic Co-ordinators.



The post holders will be part of a team that greets patients as they arrive in the Outpatient area for outpatient appointments across the Trust. They will deal with patients/relatives enquiries regarding appointments and book follow up appointments before they leave the hospital.

Main duties of the job

To provide an efficient, effective and positive reception service; to greet and welcome patients, visitors, members of the public and staff in a friendly, professional and courteous manner. He/she will offer a choice of dates and times for appointments. They will also offer a service to patients having telephone or video conference appointments and ensure they are able to access the systems and are able to speak to the clinicians in a timely manner. They will also direct patients attending in person to other departments for diagnostic tests. They will ensure all admin processes are followed and all data entry is completed on a daily basis. They will liaise with clinicians and nurses in clinic on a regular basis and resolve any issues as they arise.

Working for our organisation

St George's, Epsom and St Helier University Hospitals and Health Group cares for a population of four million people in South West London and North East Surrey. Our sites include St George's Hospital, one of 11 major trauma centres in the UK and the largest healthcare provider and major teaching hospital in the area; St Helier Hospital, home to the South West Thames Renal and Transplantation Unit and Queen Mary's Hospital for Children; and Epsom Hospital, home to the South West London Elective Orthopaedic Centre (SWLEOC).


After years of collaboration, our two Trusts became a hospitals group in 2021. While remaining as two separate Trusts, being a hospitals group will help us to collaborate more closely on research, and the development, education, and training of our 17,000-strong workforce.

Detailed job description and main responsibilities

To provide an efficient, effective and positive reception service; to greet and welcome patients, visitors, members of the public and staff in a friendly, professional and courteous manner.



To answer telephones in accordance with departmental standards, ensuring that all telephones are answered and that all enquiries are dealt with in an efficient and courteous manner, to record any messages clearly and accurately and deliver them promptly.



The post holder will be responsible for organising a number of outpatient clinics. This will include Video and Telephone Clinics managed on the St Helier site for the entire Trust.



The role of Clinic Coordinator is to serve as a contact for patients accessing our services. The role is therefore responsible for setting high standards of patient care by enacting the Trust's values at all times.

Person specification

#

Qualifications and Training

Essential criteria

Educated to GCSE, grade C or above (or equivalent) in English Language and Maths

Desirable criteria

Business and Administration Level 3 NVQ Customer Service Training #

Experience

Essential criteria

Clerical / administrative experience Experience of dealing with the public, both on the telephone and in person Computer literate, with experience of using a keyboard

Desirable criteria

Experience of using a Patient Administration #

Knowledge and Skills

Essential criteria

Excellent communication skills Able to work under pressure and meet deadlines whilst maintaining a high standard of accuracy Confidence to handle difficult conversations Good IT skills including Microsoft packages

Desirable criteria

Knowledge of PAS and NHS in general Working knowledge of outpatient policies and procedures

Your application

: Please ensure that you have read the job description and person specification and that your supporting statement reflects these, as your application will be assessed and scored against these criteria.

References

: You will be required to provide 3 years of employment/educational history. We

do notaccept references from personal email addresses such as Hotmail, Gmail etc. therefore please ensure you are providing professional working email addresses within your application form. If you are unable to provide professional email addresses and are invited to an interview, please ensure you advise the interviewers of this - otherwise, this may delay your pre-employment checks.

Closing date

: In order to streamline recruitment within our Trust, we reserve the right to expire vacancies prior to the advertised closing date once we have received a sufficient number of applications.

Shortlisting

: You will only be contacted via e-mail/SMS by the SWL Recruitment Hub if you are successfully shortlisted for this post. Please ensure that you check your Trac registered e-mail regularly.

DBS

: We are committed to safeguarding children and adults who are at risk of abuse. As such, if this post will have access to children or vulnerable adults, you will be required to undertake an Enhanced Disclosure and Barring Service check. However, all employees have a responsibility for safeguarding children and vulnerable adults in the course of their duties and for ensuring that they are aware of the specific duties relating to their role.



______________________________________________________

Disability Advice Line:

SWL Recruitment Hub is committed to promoting equity and equal opportunities for individuals with disabilities. We believe that greater diversity and inclusion will lead to an even more positive impact on the people we serve. For support with job opportunities and reasonable adjustments contact our

Confidential Disability Advice Line at:

Telephone: 02082963786

Text: 07501066267

Email: esth.dal@nhs.net.

Our confidential answering service is available after 5pm.
______________________________________________________

Employer certification / accreditation badges

Applicant requirements

The postholder will have access to vulnerable people in the course of their normal duties and as such this post is subject to the Rehabilitation of Offenders Act 1974 (Exceptions) Order 1975 (Amendment) (England and Wales) Order 2020 and as such it will be necessary for a submission for Disclosure to be made to the Disclosure and Barring Service to check for any previous criminal convictions.